Event Request Approval Timelines
No Cost, On-Campus, Low-Risk Events
For events that can occur at no cost, on campus, and are considered low risk, the event request should be submitted at least three (3) business days in advance.
- Marketing materials will not be approved, nor will the event be shared publicly on the College's event calendar unless the event has been approved. Therefore, it is recommended clubs submit event requests prior to this three (3) business day requirement.
Events Requiring Online Purchases
For items that need to be purchased online, the event request should be submitted at least 15 business days in advance.
- The largest factor impacting this timeline is shipping cost and time which clubs should take into account when submitting requests.
- College of Western Idaho (CWI) has an Amazon Business account which may include free or two-day shipping. Please verify the estimated shipping timeframes when considering purchasing from Amazon or other online sites.
Events Requiring Contracts
For events that involve external individual, group, service, performer, speaker, or equipment rentals that require a contract, the event request should be submitted at least 30 business days before the contract needs to be executed. The Office of Student Engagement will facilitate the contract process as part of the event approval process on the club’s behalf.
- Contracts must be reviewed and approved by the provost and the CWI Contracts Team.
- Contracts signed by anyone other than the authorized signatory are not valid and cannot be paid using club funds.
- Clubs must receive event approval before continuing discussions with vendors or service providers.
Events During Finals Week
For events or activities that fall within finals week, no event will be approved. Exceptions to this rule can be made by contacting clubs@cwi.edu.
- Fall 2026: Monday, Dec. 7 – Friday, Dec. 11
- Spring 2027: Monday, May 10 – Friday, May 14